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Table of Contents

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Table of Contents

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  1. Table of Contents • General • Vehicles • General • Meters • Specs • Warranties • Assets • User Fields • Notes and Document Attachments • Month End Meters • Work Order • General Information • Adding a Service • Adding a Part • Other Information • Service and Parts • PM Schedule • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  2. Table of Contents (continued) • Expenses • Reported Problems • Fuel/Oil • Daily Logs • Licensing & Permits • Tire Tracking • Vehicle Parts Reference • Employee Training • Vendors • Employee/Staff • General Information • Physicals • Licensing/Certifications • Violations • Training • Fueling • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  3. Table of Contents (continued) • Employee/Staff (continued) • Daily Logs • Services • Work Orders • Customers • Service Codes • PM Service Groups • Reminders • User Security • Parts Inventory • Part Record • Purchase Orders • Part Check In • Part Check Out • Adjustments • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  4. Table of Contents (continued) • Parts Inventory (continued) • Order Details • Cross Reference • Physical Inventory • Site Transfers • File Menu • Settings • Company Information • Global • Service • Site Information • Service Record • Work Order/Invoice • Vehicle • Parts Inventory • Barcode Options • Web Portal • Employee • E-mail Reminder • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  5. Table of Contents (continued) • File Menu (continued) • Document Links • Auto Updates • Local Settings • Printer Setup • Export • Spreadsheet Wizard • Import • E-mail Reminders • Reports • Query • Report Wizard • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  6. Truck Tracker is vehicle centric. Every record entered must refer back to a vehicle. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  7. Bulk Entry Menu Bar Individual vehicle record entry and transactional history side bar VehicleScreen– ability to view entire list of fleet and related transactional historical records. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  8. Vehicles Click on Vehicle icon in menu tool bar to open Vehicle list. Add, copy, change, deactivate or delete the highlighted vehicle record by clicking on the “Add”, “Copy”, “Change”, “Deactivate” or “Delete” buttons. Update vehicle meters using batch entry update by clicking on “Batch Meter Update” button. Update vehicle end of month meter readings in batch format. Vehicle Batch Meter Update • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  9. Vehicles Vehicle general information, meter details, vehicle warranties, specs, attached assets, extra user defined fields, notes, documents and month end meter reading logs are recorded in this window by selecting the appropriate tab. Selecting the “Add” button allows you to create a new vehicle record entering all detailed information pertaining to the specific vehicle. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  10. Vehicles (General) The Vehicle “General” tab allows you to enter basic information relating to the vehicle. Enter vehicle current Meter readings Enter Style, Class and Color of vehicle along with type of fuel used. Enter unique Vehicle ID # Enter vehicle Year, Make And Model. Enter vehicle license plate Information. Enter Vehicle Group name to be used defining employee training records. Enter main Location of vehicle Enter vehicle Purchase Date and Price along with date put In Service. Vehicle Sold Date and Price may also be recorded. Enter Primary Driver and Primary Customer for vehicle. Check box if meter reading is Required on a work order form. Fields used when importing fuel data into Truck Tracker. Enter PM Group this vehicle belongs to Defining PM Schedule. Check box if want to be alerted when a part replacement to vehicle or work order is possibly under warranty. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  11. Vehicles (Meters) The Vehicle “Meters” tab allows you to define the meters relating to the vehicle. Define the vehicle meters. Used to calculate Total Lifetime Meters on vehicle. Lifetime Meter is used when scheduling PM’s. Records last Fuel Meter Reading Click “Replace Meter” button when replacing a meter on the vehicle. enter in the meter reading from old meter and then the replacement (new) meter reading. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  12. Vehicles (Specs) The Vehicle “Specs” tab allows you to define the vehicle specifications. Enter Engine and Transmission description. Enter Front and Rear Axle Description. Record weight limit vehicle Licensed For. Enter detailed axle information by clicking on the “Add” button. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  13. Vehicles (Warranties) The Vehicle “Warranties” tab allows you to define the other assets on the vehicle. Enter Warranty Type List of warranties on vehicle. Enter warranty information to vehicle by clicking on the “Add” button. Enter Date, Meter 1 and Meter 2 that Vehicle Warranty Begins. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  14. Vehicles (Assets) The Vehicle “Assets” tab allows you to define the other assets on the vehicle. List of assets currently on vehicle. Enter Asset Code and Description. Enter Status of asset. Enter amount of asset on vehicle and unit cost. Enter any notes related to asset. Enter asset information to vehicle by clicking on the “Add” button. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  15. Vehicles (User Fields) The Vehicle “User Fields” tab allows you to define up to 10 additional fields on the vehicle. Label the User Fields in the Vehicle Settings under the File menu. Enter the vehicle value for these User Defined Fields. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  16. The Vehicle “Notes” tab allows you to record additional notes on the vehicle. Vehicles (Notes and Document Attachment) The Vehicle “Documents” tab allows you to attach Word, Picture, or PDF documents to a vehicle record. Enter vehicle notes here. Add, Change or Delete a document attachment Record by clicking on the “Add”, “Change” or “Delete” buttons. Select Document File to be attached to vehicle record. Enter brief user Description of document. Attach document to a Work Order as well as vehicle record by indicating Work Order # in this field. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  17. Vehicles (Month End Meter) The Vehicle “Month End” tab allows you to record meter readings on the vehicle at the end of the month. Historical list of month end meter reading records for vehicle. Click “Add” to record end of month meter readings for vehicle. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  18. WorkOrders Click to view Open, Closed, and Completed Work Orders for highlighted Vehicle record. View, Add, Change, Delete, E-mail or Print Open, Closed, or Completed Work Orders or Invoices for a specific vehicle. May also open the Work Order List for the entire fleet by selecting the View All button. Select date range for list view. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  19. Enter the Vehicle ID# and current meter readings. Indicate who performed the work. Work Orders Designate status of work order. Check for any outstanding PM’s or Reported Problems when highlighted. To add services to a work order select the “Add” button and fill in the information on the “Adding a Service” window. Check box to add a shop fee (overhead shop costs) to work order. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  20. Work Orders (Adding a Service) Click on “Documents” tab to view any documents for this specific service. Enter a Service Code. Enter the actual amount of labor hours. If invoicing out work, indicate whether service is tax exempt and invoice labor rate. Enter the hourly rate. - optional Indicate which mechanic performed this service. Enter VMRS code. Enter notes for this specific service. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  21. Work Orders Check box to add a parts fee. (percentage of total parts cost) To add a part to a work order click on “Add” and fill in the information on the “Adding Parts Check-Out” window. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  22. Work Orders (Adding a Part) Check box if part is a requisitioned item. Enter the part number. Check box if part is to be credited back. Check box if part is not being taken out of inventory. May enter part warranty information. Enter quantity used. If invoicing out work, check box to indicate part is tax exempt, enter retail price or markup percentage. Enter the service that part is being used for. Enter VMRS code. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  23. Click on the “Documents” tab to attach documents to the work order. Work Orders Enter vendor invoice number here if work performed outside. Enter your purchase order number here for the work to be performed by outside vendor. Enter customer code and check boxes to indicate what taxes should be applied to on the invoice. Enter Work Order Notes Enter Invoice Notes By selecting the “Other ” tab on a work order you may enter more details and invoicing information. Notes to the work order or invoice are added in this window. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  24. Service / Parts Click to view list of Services Performed and/or Parts Usage history for highlighted vehicle. Add, View, Change, and Delete service or parts to a vehicle record. May also open the Service History or Parts Usage List for the entire fleet by selecting the View All button. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  25. Service / Parts Click on the “Services Performed” tab in the Services Performed/Parts Used window and then selecting the “Add” button opens up the “Adding a Service” window to directly add a service record to the vehicle without using a work order. Select date range for list view. Click on the “Parts Usage” tab in the Services Performed/Parts Used window and then selecting the “Add” button opens up the “Adding Parts” window to directly add a part record to the vehicle without using a work order. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  26. PM Schedule • Click to view the PM Schedule for highlighted Vehicle record. Add, Change, View, Copy or Delete a PM to the Vehicle PM Schedule. May also open the PM Schedule List for the entire fleet by selecting the View All button. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  27. Select date range for list view. PM Schedule Click on the “add” button to add a PM to the existing PM Schedule. Add Notes to PM by clicking on notes tab. Enter a Vehicle ID #. Enter Service Code/PM. Enter in the date PM was last performed and the meter readings at the time of performance. Indicate if the PM is a one time occurrence. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  28. Expenses Click to view the Expense records for the highlighted vehicle. View, Add, Change or Delete the Expense records for a vehicle. May also open the Expense List for the entire fleet by selecting the View All button. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  29. Expenses Select date range for list view. Click on the “Add” button to add Expense records to the vehicle. Choose one of the drop down items to Identify the type of expense. May indicate a particular project that the expense was incurred. Enter current meter(s) reading during time of expense. Enter total meter(s) incurred during time of expense. Enter GL Number used in your Accounting as a cross reference to this expense. Record the vendor invoice number. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  30. Reported Problems Click to view or add Reported Problems for highlighted Vehicle record. Add, Change, Delete or View Reported Problems list for vehicle. May also open the Reported Problems List for the entire fleet by selecting the View All button. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  31. Reported Problems Select date range for list view. Click on the “Add” button to record a Reported Problem. Click on “Notes” tab and provide a more detailed description of problem. Enter which employee reported the problem. Vehicle meter(s) reading at time of reported problem. Provide a brief description of problem Enter service code for problem being reported. A user will be notified of outstanding reported problems on work orders (highlighted button), by e-mail or by visiting the “Reminders” list section in Truck Tracker. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  32. Fuel / Oil Click to view the Fuel/Oil records for the highlighted vehicle. View, Add, Change or Delete Fuel /Oil records for a vehicle. May also open the Fuel/Oil Records List for the entire fleet by selecting the View All button. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  33. Select date range for list view. Fuel / Oil Clicking on the “Other” tab allows you to record the fuel tax information for IFTA reporting and oil consumption. Click on the “Add” button to add a fuel record. Enter vehicle number. Enter fuel vendor code. Record the amount of gallons purchased. Enter the fuel price per gallon. Enter meter(s) reading at last fill up and current meter(s) reading. Enter employee code. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  34. Daily Logs Click to view any Trip Log records for highlighted Vehicle record. View, Add, Change, or Delete Trip Log records for vehicle. May view the Daily Logs Records for the entire fleet by selecting the “View All” button. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  35. Daily Logs Select date range for list view. Click the “Add” button to insert a driver’s log record. Enter general trip information for the Daily Log record entry by Selecting the “Daily Log” tab. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  36. Daily Logs Enter trip expense details by selecting the “Expense Details” tab. Enter the driver’s hours detail for the trip by selecting the “Hours/Remarks” tab. Record the shipment details for the trip by clicking on the “Shipments” tab. Enter the mileage driven in each state for the trip by selecting the “State Mileage” tab. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  37. Licensing & Permits Click to view Licensing and Permits records for the highlighted vehicle record. Add, View, Change or Delete the Vehicle Licensing and Permits records. May view the Licensing & Permits records for the entire fleet by selecting the “View All” button. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  38. Licensing & Permits Select date range for list view. Click on the “Add” button to enter a License or Permit Record. Vehicle Code should be prefilled for you. Enter application date for permit or license. Record type of permit or license. Enter the state and /or county. Enter cost for permit or license. Record date the permit or license will expire. Indicate whether you wish to be reminded when license or permit is nearing expiration. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  39. Tire Tracking Click to view Tire Tracking records for the highlighted vehicle. Add, View, Copy or Change Tire records for a vehicle. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  40. Tire Tracking Click on the “Add” button to Insert a Tire record for the vehicle. Select the “Other” tab to enter the tire purchase information and warranty information. Enter notes for tire here. Click on the “General” tab to enter detailed tire information (Make, Model, Serial #, Placement, Size, etc…). Record the vehicle meter of when tire was put into service and taken out of service . Record tread depth to track the wear on the specific make and model tires. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  41. Vehicle Parts Reference Add, View, Change or Delete the parts that can be used on vehicle by referencing parts that have been used on vehicles that are similar year, make and model. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  42. Vehicle Parts Reference Click on the “Add” button to enter a parts reference record. Enter part number that can be used on this vehicle or vehicles with similar Make/Model/Year. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  43. Employee Training Click to view the list of EmployeesTrained on the highlighted vehicle. Add, View, Change or Delete to the list of Employees that are trained to operate or service the specified vehicle. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  44. Employee Training Click on “Add” button to add an employee training record. Enter the employee number for employee who is trained to operate and/or service the vehicle. Enter the vehicle group that the employee is trained to operate and/or service. Check box if want to be warned when training is approaching expiration date. Enter date that employee was trained and date that training expires. Enter the type of employee training. Enter employee training notes here. Select the correct training status and results. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  45. Vendors Click on “Vendors” icon in the tool bar menu to open the vendors list window. Click on to view the transaction history for the highlighted vendor. Click to add, change, deactivate or delete a vendor record. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  46. Vendors Click “Add” to insert a new vendor record. Enter a unique vendor code and vendor name. Enter vendor contact information. Enter vendor type. Enter vendor warranty information. Enter the vendor sales tax to be applied to Truck Tracker parts purchase orders. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  47. Employee / Staff Access the Employee/Staff list screen by clicking on the “Staff” icon in the menu tool bar. Individual employee record entry and transactional history side bar. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  48. Employee / Staff Enter general information, record notes, create up to five additional fields to track further employee information, and/or attach documents to employee records by selecting the “General”, “Other”, “Notes” and/or “Documents” tabs. Enter Employee code and Type. Click on “Add” to enter a new employee record. In the “Other” tab enter employee sensitive information. This information can be blocked from user view by declining permissions in the Security setup feature by user login. Enter employee title and Contact information. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com

  49. Employee / Staff (Physicals) Click to view the “Physicals” records for the highlighted employee. View employee physicals list history. Add, Change or Delete employee physicals record by selecting one of the below Buttons. Enter date of Physical, date Physical expires and reason for Physical. Check box to be reminded when employee physical is coming due. Enter additional notes here relating to the employee physical record. • 2050 Larkin Avenue, Suite 200 • Elgin, IL 60123 • 1.800.980.2555 • www.fleet-maintenance.com